Ship Services Administrator
About The Position
The Ship Services Administrator provides critical administrative support for port operations, vessel call coordination, port check controls, and vendor invoice management. This role ensures efficient office functioning and accurate financial and operational recordkeeping. Specific Essential Job Duties Answer, screen, and transfer inbound calls; perform general clerical duties including photocopying, filing, scanning, and mailing. Handle requests for information and data; resolve DA inquiries and problems. Develop and maintain strong knowledge of company accounting procedures and software. Review daily operations report pulled from accounting system. Oversee the full vessel call process, including initiating accounting entries, creating service items, uploading required documentation (e.g., Service Purchase Orders, appointment messages, agency fee support), collecting and resolving missing port credit card receipts, and validating vessel files within 10 days of departure. Manage port check control by generating local and Cash to Master (CTM) checks, uploading CTM receipts, voiding checks as needed, and applying local check procedures for vendors paid on-site. Handle end-to-end vendor invoice processing: updating service items, generating POs for services, collecting missing invoices from vendors, uploading supporting documentation for PO charges, reviewing and approving valid invoices in the Payables Quality Control (PQC) queue, matching and approving valid invoices, ensuring correct agency/principal discounts, rejecting or returning invalid invoices via the accounting system, and routing invoices to the appropriate office or scan center as needed. Abide by company HSEQ policies and procedures. This job description is not exhaustive; additional duties may be assigned as needed. This role may evolve in response to changes in industry practices and technological advancements.
Requirements
- High school diploma or GED required; college coursework or degree strongly preferred.
- Minimum of 1+ year of customer service and data entry experience.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, etc.); ability to learn and navigate internal systems quickly.
- Strong written and verbal communication skills with the ability to collaborate effectively across all levels of the organization.
- Positive attitude and collaborative team player; fosters a cooperative work environment and builds strong relationships across departments.
- Service-oriented mindset with a positive attitude and professional demeanor; committed to delivering high-quality support to internal and external stakeholders.
- Excellent time management, organizational, and multitasking abilities; capable of managing competing priorities in a fast-paced, high-pressure environment.
- Detail-oriented and results-driven, with strong problem-solving skills and a proactive approach to issue resolution.
Nice To Haves
- Previous experience in the maritime or related industry is a plus.
Responsibilities
- Answer, screen, and transfer inbound calls; perform general clerical duties including photocopying, filing, scanning, and mailing.
- Handle requests for information and data; resolve DA inquiries and problems.
- Develop and maintain strong knowledge of company accounting procedures and software.
- Review daily operations report pulled from accounting system.
- Oversee the full vessel call process, including initiating accounting entries, creating service items, uploading required documentation (e.g., Service Purchase Orders, appointment messages, agency fee support), collecting and resolving missing port credit card receipts, and validating vessel files within 10 days of departure.
- Manage port check control by generating local and Cash to Master (CTM) checks, uploading CTM receipts, voiding checks as needed, and applying local check procedures for vendors paid on-site.
- Handle end-to-end vendor invoice processing: updating service items, generating POs for services, collecting missing invoices from vendors, uploading supporting documentation for PO charges, reviewing and approving valid invoices in the Payables Quality Control (PQC) queue, matching and approving valid invoices, ensuring correct agency/principal discounts, rejecting or returning invalid invoices via the accounting system, and routing invoices to the appropriate office or scan center as needed.
- Abide by company HSEQ policies and procedures.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
